Agenda and Minutes January 2021
BRIZLINCOTE PARISH COUNCIL
NOTICE OF MEETING
YOU ARE HEREBY SUMMONED to attend a Zoom MEETING of the
BRIZLINCOTE PARISH COUNCIL on Thursday 21 st January 2021, commencing,
6pm via the platform zoom, Join Zoom Meeting
Meeting ID: 878 9729 2861 Passcode: 246510. During the Covid19 Situation standing
orders remain changed.
Locum Clerk of the Council 15 January 2021
Members of the public are welcome to attend meetings of the Council.
Questions may be put to the Council during this session for 15 minutes.
1 – Apologies
2 – Declarations of Interest – Members are invited to declare any interests they
have in any matter identified for discussion at the meeting.
3 – Minutes of the previous Council Meeting – To approve the minutes of the
Council Meeting, held on 10 th December 2020 and
Extra ordinary meeting, 13 th January 2021.
4 – Chairs Report
5 – Report by the County Councillor, Borough Councillors and Staffordshire
Police: Written summary to be provided, Q&A
6 – Finance
a) Approve payments schedule – Cllr A Cowan
Parish Websites Ltd Website hosting 2018/20 200.00
Sarah Moss Stationery 10.50
Council Website site hosting 2020/21 556.95
Colin Wileman Nature walk maintenance 70.00
E L Campion Stationery 119.40
E L Campion New laptop for clerk 449.00
K Hyde Christmas lights competition 31.81
K Lear Office expenses 10.00
K Lear/B Roe Payroll 561.26
b) Appoint internal auditor for 2020-21 – Cllr A Cowan
c) VAT 126 claim – Mrs K Lear
7 – Planning applications and matters – Cllr R Page
8 – Community engagement
a) Welcome pack – Cllr R Page
b) Christmas Lights Extravaganza/ Facebook. – Cllr K Hyde
c) Facebook – Cllr. S. Moss
9 – The Nature Walk
Signage – Cllr R Ludford-Brooks
10 – Resident enquiry
To consider approaching the landowner to establish if they would introduce a
handrail on the path adjacent to 67 Doveridge Road – Cllr B Bidgood
11 – Next newsletter
To consider adding a regular article in the newsletter ‘Vets’ – Cllr B Marsden
12 – Grant application
To consider the grant application received from Stapenhill Bowls Club –
Cllr L Campion
13 – Grants Working Party
To consider a change of name of the Grants Working Party to Funding Sources
Working Party – Cllr L Campion
14 – Policies/Practices/Procedures
a) To consider the proposed amendments to the existing standing orders –
Cllr A Cowan
b) To consider the introduction of parish council email addresses for all parish
councillors – Cllr L Campion
15 – Officer report/correspondence
16 – Members’ reports
UNDER THE PUBLIC (ADMISSION TO MEETINGS) ACT 1960 IN VIEW OF THE
SPECIAL NATURE OF THE BUSINESS ABOUT TO BE TRANSACTED, IT IS
ADVISABLE IN THE PUBLIC INTEREST THAT THE PUBLIC BE TEMPORARILY
EXCLUDED AND THEY ARE INSTRUCTED TO WITHDRAW
17 – Staffing update
MINUTES OF THE MEETING, BRIZLINCOTE PARISH COUNCIL
21ST JANUARY 2021, COMMENCING 6.00 P.M.
VIA THE PLATFORM ZOOM
Present: Cllrs A Cowan (Vice Chair), B Bidgood, J Trivedy, R Page, K Hyde,
R Ludford-Brooks, W Qneibi, B Marsden, B Judd
In attendance: County Cllr B Peters and Mrs K Lear (clerk)
PUBLIC SESSION: No members of the public were present.
Cllr A Cowan, Vice Chair, chaired the evening meeting as the Chair was unable to attend.
1/21-1-21 – Apologies
Apologies were accepted for Borough Cllr C Wileman and Parish
Cllrs L Campion and S Moss.
2/21-1-21 – Declarations of Interest
3/21-1-21 Minutes of the meetings
The chair confirmed that a vote would be taken separately.
Minutes 10th December, 2020 ordinary meeting.
Proposed as accurate by Cllr J Trivedy and seconded by Cllr B Bidgood.
Resolved: that the minutes of the meeting 10th December 2020 were an accurate record.
Minutes of the meeting of the extra ordinary meeting
13th January 2021
Proposed by Cllr R Ludford-Brooks and second by Cllr B Marsden
Resolved: that the minutes of the meeting 13th January 2021 were an accurate record.
Borough Councillor B Peters joined the meeting.
4/21-1-21 Chairs Report
Cllr Cowan informed members that Cllr Campion had received notice that East Staffordshire Borough Council, Open spaces support the proposed mini nature trail. It was also noted that the bridge works order had been placed.
There was a discussion in relation to other possible projects which were discussed informally by members after the December 2020 meeting.
Several projects were discussed. Cllr J Trivedy confirmed that he would investigate possible locations for 2-3 benches around the parish, along with designs and costs. He would make enquiries with ESBC in relation to land ownership.
Cllr R Page confirmed that she would investigate the possibility of a book swap facility. She would explore costs for unwanted telephone boxes and possible locations for installation of a box within the parish.
Woods Lane was suggested as a possible location. Cllr R Ludford-Brooks thought the junction of Brizlincote Street could be a possible location for consideration. Cllr B Marsden confirmed that he would be happy to maintain the library if it were located around Brizlincote Street.
Updates to be discussed at the April meeting.
Cllr Cowan advised members that Cllr Moss had been evaluating Facebook posts and had confirmed that engagements are on the increase mainly to do with Christmas lights and Good neighbour scheme which was very encouraging.
5/21-1-21 – County Councillor, Borough Councillors and
Staffordshire Police reports
The Chair thanked County Cllr B Peters for his written report.
Borough Cllr B Peters confirmed that the overspill of the litter bin on Woods Lane has now been addressed. He has requested that a double bin is introduced to cope with the increased demand.
Cllr Peters confirmed that appropriate actions are being taken at Stapenhill Cemetry considering strict burial guidelines too. He confirmed that he would forward these to the clerk for the clerk to circulate to members. It was noted that the matter was an extremely sensitive one and that local partners and groups have been made aware of the guidelines. Where possible Staffordshire Police are not being involved.
It was noted that too many vehicles were also in the cemetry. Council asked if barriers should be introduced to limit the cars getting access. Cllr Peters confirmed that he would take councils comments away.
The Chair asked if the returning officer could be asked to consider other ways of notifying members of the public about postal voting as there are a still several parishioners who are not internet or social media users. Cllr Peters confirmed that he would make the necessary enquiries.
Cllr Peters advised members that Severn Trent has been asked to unblock Grafton Road again. He confirmed that he would keep members up to date of progress.
Borough Cllr B Peters left the meeting at 6.40 p.m.
- Payments schedule approved.
|Parish Websites Ltd||Website hosting 2018/20||200.00|
|Staffordshire County Council||Website site hosting 2020/21||556.95|
|Colin Wileman||Nature walk maintenance||70.00|
|E L Campion||Stationery||119.40|
|E L Campion||New laptop for clerk||449.00|
|K Hyde||Christmas lights competition||31.81|
|K Lear||Office expenses||10.00|
|K Lear/B Roe||Payroll||561.26|
Resolved: payments to be processed
- Internal auditor for 2020-21
There was a discussion on who should be appointed. The Chair requested that he would like to discuss the perspective auditors with
Cllr Campion. Cllr B Bidgood suggested that the retiring internal auditor could be asked for recommendations. Clerk to speak to the retiring auditor.
- VAT 126 claim
It was noted that a VAT claim will be submitted for the last 4 years as soon as possible.
The Chair advised members that whenever they are requested to purchase something on behalf of the parish council, if possible, please obtain a VAT receipt. This will be helpful for future VAT claims.
7/21-1-21 Planning applications and matters – Cllr R Page
32A Elms Road – permitted
2 Clays Street – pollarding of trees – permitted
The craft shop – Clay Street/Springfield Terrace has been withdrawn
8/21-1-21 Community engagement
- Welcome pack – Cllr R Page
There was a discussion about other groups that could be added. It was agreed that places of worship within a 1-mile radius would be included. Amended document to be presented at the next meeting.
- Christmas Lights Extravaganza/ Facebook. – Cllr K Hyde
It was noted that a very good response had been received. All costs were well within budget. Posters purchased could be used again for this coming year.
Brooster Illuminations was the only winner Cllr Hyde was not able to formally thank.
Cllr Hyde wished it to be noted that it was useful that Cllr Moss had given her direct access to Facebook to manage the notifications during this project.
Cllr B Bidgood confirmed that he had some photographs which could be used for the next newsletter which he will send over to Cllr Hyde.
- Facebook – Cllr. S. Moss
Report given earlier on in the evening.
9/21-1-21 The Nature Walk – Cllr R Ludford-Brooks
Members were informed that quotations are currently being obtained.
10/21-1-21 Resident enquiry – Cllr B Bidgood
Cllrs R Ludford-Brooks and R Page felt that the introduction of a handrail by the steps was a very good idea for the open space by Doveridge Road for health and safety reasons.
Cllr Bidgood confirmed that he would contact Open Spaces, East Staffordshire Borough Council for their assistance.
11/21-1-21 Next newsletter – Cllr B Marsden
Cllr Marsden gave members some examples of the benefits of adding regular vet articles in future parish council newsletters. There are a lot of dog owners in Brizlincote parish who he felt would be interested.
Members felt it was a good idea to obtain short articles which could be considered for future newsletters. It was noted that no business advertising was possible. Cllr Marsden confirmed that he would make the necessary enquiries in readiness for the Spring edition.
Cllr Hyde confirmed that she could summarise any lengthy articles to ensure an article can be included.
12/21-1-21 Grant application – Cllr L Campion
Grant application received from Stapenhill Bowls Club – item deferred as additional information has been requested.
13/21-1-21 Grants Working Party
There was a discussion in how the current grant working party title could be confused.
Cllr Cowan proposed that the grants working party name be changed to funding sources working party whose role was to source possible grants that the parish council could apply for. Cllr Marsden second the proposal.
Resolved: the working party name would be amended to Funding Sources Working Party with immediate effect.
- Standing order document review
A few minor amendments were discussed to tidy up the document. No proposed changes were detrimental.
Proposed by Cllr Cowan that the document be accepted. Cllr B Judd second.
Resolved: that the standing orders be accepted. Clerk to update and circulate to members.
- Parish council email addresses.
There was a discussion in relation to the benefits of having separate email addresses for parish matters.
The chair asked members to consider this.
15/21-1-21 Officer report/correspondence
General resident enquiries have been addressed. Currently working on VAT return.
16/21-1-21 Members’ reports
Cllr Trivedy confirmed that the Chair had asked him if he knew someone who could write a piece on the geography of nature trail/the river. He has found someone who will be able to give some assistance.
Cllr R Ludford-Brooks informed members that the Scalpcliffe Wood Signage had been introduced confirming that it is now a designated nature reserve.
UNDER THE PUBLIC (ADMISSION TO MEETINGS) ACT 1960 IN VIEW OF THE SPECIAL NATURE OF THE BUSINESS ABOUT TO BE TRANSACTED, IT IS ADVISABLE IN THE PUBLIC INTEREST THAT THE PUBLIC BE TEMPORARILY EXCLUDED AND THEY ARE INSTRUCTED TO WITHDRAW
17/21-1-21 Staffing update
The Chair gave members an update on staffing matters.
The meeting chair reminded councillors to forward any minute changes to the chair direct.
The clerk was asked to leave the meeting, thanked for her assistance during the evening and wished her a good evening.